Workflow mapping can be used to create intelligent forms that show the user fields and information based on their responses to previous elements. For instance, your form might ask the parent how their child will be transported to school. If they answer ‘Parent pickup/drop-off’, that can trigger a field to appear for ‘Alternative Driver’ to designate who can pick the child up when the parents are unavailable; or if they select ‘School Bus’, you can make a dropdown appear where they can select their nearest bus stop. The idea is to minimize clutter and confusion by only displaying fields that are relevant to the user.

Enabling Workflow Mapping

In the Ecollect editor, choose the element that will become visible based on another element’s value. Enable the Workflow Mapping option and then click on the  icon. This will gray out most of the screen except for the elements that are eligible to be the determinant element. If the element you want is not available, try saving the form first and try again. Once you link the determinant element, it should be highlighted in orange whenever the initial element is selected.



Enter the Value for Visibility. This is the value of the determinant element that will trigger this element to appear. It can be set to multiple possible values, using the pipe (|) character. You could trigger the appearance of the dependent element for grades 1 through 4 with the value 1|2|3|4


If the determinant element has choices this separate display and stored values (such as a grade level element with choices like Kindergarten|0 and Ninth|9)  then the Value for Visibility must be set to the stored value (in this case, 0 or 9), not the visible text.


You can make multiple elements dependent on the same determinant element, and you can set a different Value for Visibility for each dependent element. 



The determinant element can be almost any type of user input element, including text box, checkbox, dropdown, multiple choice, etc. If it is an element that allows multiple values, such as checkboxes, as long as one of the selections matches the Value for Visibility, the element will appear. 


If the Value for Visibility is PART of the value of the determinant element, the dependent element will appear. For instance, if the Value for Visibility is day, the element will appear if the user selects Half day, Full day, or Multiple days.

Advanced Values for Visibility

The Value for Visibility works using Regex. If you know how to utilize Regex, there are many options for how you can use workflow mapping. Below are some examples of possible Values for Visibility and the scenarios that you would use them.


[^]+ - Visible if any value is selected/entered


^Sunday$ - Visible for the value of 'Sunday', but not for the value of 'Saturday/Sunday'


[0-5] - Equivalent to 0|1|2|3|4|5


^(?!.*Sunday).+$ - Visible for any value that does not contain 'Sunday'